How to organise a telecom staff event

A telecom staff event usually combines registration, exhibitor booths, demonstrations and a working network setup. Start by fixing the date and venue, then confirm exhibitors before opening participant registration. Build the programme and booth layout while you collect dietary requirements, equipment details and supplier instructions. In the final week, test every laptop, screen, projector, microphone and network connection, then reserve enough time on the day to set up signs, badges, refreshments and the registration desk.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Contact exhibitors
2 people
3
Open participant registration
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm exhibitors
8
Create the booth layout
2 people
9
Make reservations
10
Send supplier instructions
11
Compile program
2 people
12
Inventory demonstrations
2 people
13
Print floor plan
14
Prepare name badges
2 people
15
Make booth numbers
16
Design route signs
17
Prepare Wi-Fi information
18
Inventory equipment
2 people
19
Check the shopping list
20
Do the shopping
2 people
21
Pick up printed materials
22
Test equipment
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Open venue
2 people
26
Cordon off the loading and unloading area
2 people
27
Receive deliveries
2 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Set up exhibition walls
4 people
31
Hang up stand numbers
2 people
32
Distribute power outlets
2 people
33
Connect the network equipment
2 people
34
Set up demo equipment
3 people
35
Set up registration desk
2 people
36
Set up the catering buffet
3 people
37
Hang decorations
2 people
38
Put up route signs
2 people
39
Set out drinks
2 people
40
Set out snacks
3 people
41
Conduct a safety check
2 people

Event

42
Welcome exhibitors
3 people
43
Register visitors
3 people
44
Hand out name badges
2 people
45
Direct visitors to booths
2 people
46
Announce the opening
47
Facilitate presentations
2 people
48
Support demonstrations
2 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Check stock
55
Check network connection
56
Announce the final round
57
See visitors out
2 people

Aftercare

58
Have exhibitors take down their stands
4 people
59
Switch off equipment
2 people
60
Collect stand materials
4 people
61
Stack tables and chairs
4 people
62
Wash dishes
3 people
63
Sort waste
3 people
64
Clean the venue
4 people
65
Remove decorations
2 people
66
Load materials
4 people
67
Return borrowed items
2 people
68
Inform exhibitors about departure
69
Collect lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Trade fair tablesqty 24
Chairsqty 90
Registration desk
Bar stoolsqty 8
Display wallsqty 24
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 6
Projector
Projection screen
Wi-Fi routerqty 2
Network Switchesqty 3
Ethernet cablesqty 30
Extension cordsqty 20
Power stripsqty 20
USB chargersqty 10
Power banksqty 6
Microphoneqty 2
Speakersqty 2
Presentation clicker

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Bottle openersqty 4

Decorations

Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 24
Plantsqty 12
Directional signsqty 12
Booth numbersqty 24
Name badge holdersqty 120
Lanyardsqty 120
Postersqty 20
Tapeqty 10
Cable tiesqty 200
Pensqty 40
Notepadsqty 40
Brochure holdersqty 24

Cleaning

Waste binsqty 12
Mop setsqty 3
Broom and dustpanqty 3
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm exhibitors before publishing the programme or booth layout. Ask each exhibitor for their demonstration equipment, power needs and arrival time at least 10 working days before the event.
Treat the network as a separate workstream. Test the Wi-Fi router, network switches, Ethernet cables and power strips at least 24 hours before opening, and keep USB chargers and power banks at the registration desk.
Prepare the visitor flow before printing anything. Number each booth, print the floor plan and install route signs after the furniture is placed, so signs match the final position of tables, chairs and display walls.
Close registration early enough to produce accurate badges and catering numbers. A practical cut-off is 3 working days before the event; after that, record changes separately instead of reprinting everything.
Plan the opening morning backwards from guest arrival. Allow at least 90 minutes to open the venue, position the registration desk, chill drinks, set out snacks, check demonstrations and run a microphone and projector test.

Frequently asked questions

How far in advance should I organise a telecom staff event?: Start at least 8 to 12 weeks ahead if exhibitors and demonstrations are involved. Confirm the date, location and exhibitors first, then allow 3 to 4 weeks for invitations and participant registration.
When should registration close for a telecom staff event?: Close standard registration about 3 working days before the event. Use that number to confirm name badges, dietary requirements, seating, drinks and snacks, while keeping a short process for late changes.
How long does it take to set up telecom staff event booths?: Allow 90 minutes for a basic setup and 2 to 3 hours if exhibitors bring laptops, screens, projectors or network equipment. Add a separate testing window of at least 60 minutes before participants arrive.
What equipment should I test before a telecom staff event?: Test every laptop, screen, projector, projection screen, microphone and speaker, plus the Wi-Fi router, network switches, Ethernet cables and power distribution. Complete the first full test at least 24 hours before opening and repeat the essential checks on the event morning.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.